Grants Specialist

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Washington, DC, District of Columbia, United States
Apply by 31 August 2018
Mid-level , Full-time staff position
Posted on 1 August 2018

Job Description

The Grants Specialist will negotiate and prepare all pertinent documentation for new grants, cooperative agreements, interagency agreements, awards to public international organizations, and all amendments/ modifications thereto, and supporting documentation such as memoranda of negotiations. The Grants Specialist will review and record incoming requisitions for grants funding for accuracy prior to handing the grants requisitions over to client’s Agreement Officer’s Representatives. The Grant Specialist will prepare and audit all award files and obtain approval of the client’s Agreement Officer for grants. The individual will be responsible for entering appropriate grants information into client’s assistance planning and financial systems and for maintaining and reconciling database containing grant award information, status and ownership. This individual is also responsible for dissemination of grant documents to grantees, overseas missions and other client’s stakeholders.

This position supports the U.S. Agency for International Development (USAID), Bureau for Democracy, Conflict and Humanitarian Assistance’s (DCHA), Office of Food for Peace (FFP) which manages emergency and development food assistance projects.

Key Responsibilities:

  • Manage the pre-award, award and post-award processes for assigned USAID/FFP awards;
  • Solicit, negotiate and prepare grants, cooperative agreements, interagency agreements, plus amendments/modifications and supporting documentation, such as memoranda of negotiation for designated Agreement Officer’s signature;
  • Manage the receipt, duplication and distribution of Notifications of Funding Opportunities (NFOs), i.e., Annual Program Statement (APS) and Request for Application (RFA) materials, to include but not limited to concept papers and application submissions;
  • Conduct risk assessment of applicants to determine awardee eligibility;
  • Conduct cost analysis to determine reasonableness, allowability and allocabiltiy of proposed costs for assigned awards.
  • Develop or assist to develop and revise templates, as required, associated with the administration of grants and cooperative agreements to include but is not limited to formal memos and letters, modifications, award documents, waivers and close-out documentation and standard operating procedures;
  • Provide guidance to USAID FFP, U.S. or Non-U.S partner organizations the legal requirements, policies and regulations, award terms and procedures for USAID grants;
  • Provide training to junior level grants specialists and technical assistance, oversight, advice, expertise, and consultation to program officials, awardees, review panels, applicants, as needed;
  • Assist in preparation and dissemination of guidelines for grants management submissions, detailed implementation plans, annual, mid-term, and final reports, evaluations, related studies, and other documents required for awards (i.e., transfer authorizations, grants and/or cooperative agreements, etc.);
  • Utilize USAID and FFP management information systems to enter data and generate award documents; including GLAAS, Phoenix, ASIST, etc., for research, progress reporting and generating data to support report writing and information sharing;
  • Perform all assigned tasks independently with minimal supervision and/or work in teams, as needed.

Essential Functions:

  • Negotiate, prepare and administer grants, cooperative agreements, or other related instruments;
  • Provide guidance and recommendations on USAID grants, cooperative agreements, and contracts (e.g., emergency and development awards and modifications under all funding sources) and draft/update related documents;
  • Assist in preparation and dissemination of guidelines for grants management submissions, detailed implementation plans, annual, mid-term, and final reports, evaluations, related studies, and other documents required for awards (i.e., transfer authorizations, grants and/or cooperative agreements, etc.);
  • Assist in preparation of annual country documentation (waivers, exemptions, notwithstanding memos, etc…).
  • Review documentation and provide recommendations on award-related issues, provide guidance and support on processing necessary approvals and modifications and assist in formulating the necessary documentation and obtaining necessary clearances to process recommendations/actions with the Activity Manager, AOR, and/or AO;
  • Review and propose updates to informal and formal guidance and guidelines which will include the Guidelines for Unsolicited Proposals and Reporting, grants-related templates, training materials, information bulletins and other resources, as necessary.
  • Participate in the review of concept papers, applications (including large and small grants), budgets, and agreement conditions, prepare documents for review, and finalize the award by the designated USAID Agreement Officer;
  • Deploy to field locations to support and participate in selection committees, if needed;
  • Assist in the drafting of selection committee documents, including but not limited to issues letters, selection committee and negotiation memos, and rejection letters;
  • Develop a screening process to assist in the identification of problem areas and issues that need to be included in applications and reports;
  • Prepare documentation to support program review and approval activities to include but not limited to review of internal transport, shipping and handling (ITSH), Section 202(e), Community Development Funds, and monetization budgets; drafting memoranda and preparing transfer authorizations (TAs), grants, and cooperative agreements and drafting program approval letters and outgoing cables for new applications and on-going activities, as needed;
  • Develop or revise terms of reference, as required, associated with the institutionalization of interagency coordination and agreements between FFP and other USG agencies or partners. Assist in preparing necessary documentation for appropriate signatures, as well as organizing the first formalization of agreement between the parties.
  • Conduct resolution of audit findings or monitoring audit resolution in partnership with resolution officials;
  • Provide technical support to report on program results and impact data and measure program indicators;
  • Organize a reporting system for special initiatives, as needed; and
  • Perform any other tasks, as assigned.


  • Bachelor’s degree with 8 years of relevant experience
  • MS/MA/MB with 6 years of relevant experience
  • JD/ABD with 5 years of relevant experience
  • Ph.D. with 4 years of relevant experience
  • Less than BA with 10 years of relevant experience

Professional certification in grants management and/or completion of the Grants Management Certificate Program is desired.


  • Experience in the fields of acquisition and assistance/grants and/or financial analysis, law, accounting/auditing, systems or business analysis. (See “Education” section for number of years of required experience.);
  • Experience in managing, negotiating and resolving highly complex tasks, awards and award-related issues in an effective manner;
  • Experience in professional/ customer service delivery; and
  • Experience in writing, editing office communication products and/or professional materials and conducting presentation.

Knowledge, Skills and Abilities:

Qualified candidates must possess:

  • Familiarity with USAID Assistance Regulations such as Code of Federal Regulation (CFRs), Automated Directive System (ADS) series, OMB Circulars and other directives governing grants and contracting.
  • Excellent analytical and organizational skills and exceptional attention to detail.
  • Familiarity with Federal funding sources and programs (e.g. International Disaster Assistance, Title II, emergency, development programs, etc…)
  • Familiarity with financial management procedures and systems such as FFP Management Information System (FFPMIS), USAID Global Acquisition and Assistance System (GLAAS), Phoenix, ASIST or similar applications.
  • Proficiency in basic Microsoft Office suite (including Word, Excel, PowerPoint) and/or Google suite (docs, slides, sheet).
  • High level of integrity, professionalism including teamwork and ability to deliver within short deadlines, work under pressure and multi-tasking skill in fast-paced environment.
  • Professional level communication skill in both oral and written forms.

U.S. Citizenship is required; selected candidate must be able to qualify for a government sponsored security clearance.

Physical Requirements

While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to finger, handle or feel objects, tools, or controls. The employee is occasionally required to reach with hands and arms. Specific vision abilities required by this job include close vision. The employee must occasionally lift or move up to 25 pounds.

This position description reflects Macfadden’s assignment of essential functions; nothing in this job description restricts the Company’s latitude to assign or reassign duties and responsibilities to this job at any time.

Macfadden provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Macfadden complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Macfadden expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Macfadden’s employees to perform their job duties may result in discipline up to and including discharge. This policy covers conduct occurring at Macfadden’s offices, client sites, other locations where Macfadden is providing services, and to all work-related activities.

PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

About the Organization

Macfadden is now part of PAE. Founded over 30 years ago, Macfadden has provided federal agencies with critical on-the-ground support to U.S. government humanitarian missions around the world as well as financial and IT system support. Through program management, human resources services, financial management systems support, information technology solutions, knowledge management, travel coordination and communications support, Macfadden enables effective U.S. government humanitarian response to international disasters. Macfadden’s workforce includes approximately 300 employees primarily located in the Washington, D.C. area.

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